The Ultimate Document Preparation and Signing Checklist
By U.S. Notary Authority — Nationwide Online Notarization & Loan Signing Services
From the Notary Who’s About to Ruin Disorganized Paperwork Forever
Let’s be honest:
Most document signings fail for the same reasons most New Year’s resolutions fail — zero preparation, missing pieces, and chaos wrapped in good intentions.
But YOU?
You’re here, which means you’re about to operate like the top 1% of people who actually get their documents handled correctly the first time.
Whether you’re closing on a home, notarizing a POA, finalizing business agreements, or running a multi-state signing operation, this is the bulletproof checklist that keeps your paperwork tight, compliant, and ready to sign — RON, mobile, or in-person.
As the founder of US Notary Authority, I built this guide to eliminate every “oops,” “I didn’t know I needed that,” and “can we reschedule?”
Because nothing slows life down like missing a single page in a 137-page loan package.
Let’s dive in.
1. Confirm the Document Is Complete
Before anyone touches a pen (or a digital signature), verify:
✔ Every required page is included
– No skipped pages
– No invisible attachments
– No “I thought the lender would send that” moments
✔ All blanks are filled
Notaries cannot notarize incomplete documents.
✔ No pre-signing
(Unless it’s an acknowledgment.)
Signers must sign in front of the notary unless the law says otherwise.
✔ Check for obvious errors
Examples:
– Wrong borrower name
– Incorrect property address
– Missing dates
– Wrong state/county in certificates
Think of this step as quality control on your own paycheck.
2. Confirm IDs & Signer Readiness
Before signing day:
✔ Valid, government-issued ID?
Driver’s license, passport, state ID, etc.
✔ ID name matches document name?
“Johnathan T. Smith” ≠ “John T Smith” ≠ “Johnny Smith.”
If names don’t match, STOP — you need clarification or credible witnesses (depending on the state).
✔ Signer is willing, aware, and competent
No coercion.
No medical impairment.
No, you cannot notarize Grandma after anesthesia.
RON NOTE: ID must pass KBA + credential analysis.
3. Verify Notarial Certificate Requirements
Every notarization needs a certificate. Confirm:
✔ Correct certificate type
Acknowledgment? Jurat? Signature witnessing?
If missing: signer must choose — NOT the notary.
✔ Correct venue (State + County)
Make sure the certificate reflects where your feet (or your webcam) are.
✔ No crossed-out or altered certificates
Replace with a clean loose certificate if needed.
✔ Space for your stamp and signature
A shocking amount of documents leave ½ inch.
No ma’am — we need room.
4. Signing Appointment Prep
Whether remote or in person, set yourself up:
✔ Confirm date, time, and location
Signing platform link? Full address? Parking instructions?
✔ Confirm the number of signers + witnesses
Do they need to bring witnesses?
Are YOU allowed to act as a witness? (varies by document)
✔ Print requirements
Loan packages typically require:
– 1 borrower copy
– 1 lender copy
– Single-sided printing only
– Blue or black ink matching instructions
RON NOTE: Confirm platform compatibility + document upload before session.
5. During the Signing
This is where pros separate themselves:
✔ Check every signature
Correct spots.
Correct version of their name.
No initials missing.
Dates filled.
✔ Check every notarization block
Before stamping ANYTHING confirm:
– Correct venue
– Correct names
– Correct date
– Notarial act type
– No blank lines
✔ Place seal cleanly
Legible. Dark. Not smudged. Not over text.
✔ Keep a perfect journal entry
Even for RON.
Even for loan signings.
Even for “quick” jobs.
6. Post-Signing Procedures
Where 90% of new notaries tank their credibility.
✔ Review the entire package again
Page by page.
Signature by signature.
Initial by initial.
✔ Scanbacks uploaded (if required)
Usually within 2–3 hours — many require immediate upload.
✔ Drop package same day
Use preferred carrier label.
Get a receipt.
Send confirmation.
RON NOTE: Export and store RON logs per state requirements.
BONUS: Special Checklists for Different Signing Types
Loan Signings
✔ Confirm signer’s name on note
✔ Verify interest rate + loan type match settlement statement
✔ Ensure initialed pages are initialed
✔ Correct signature format (“John A. Smith,” not “John Smith”)
✔ Follow lender-specific instructions (critical)
Estate & Power of Attorney Docs
✔ Check witness requirements
✔ Ensure signers understand capacity
✔ Double-check venue/location laws
✔ Confirm pages aren't missing (estate docs often are)
RON Sessions
✔ Test audio/video first
✔ Ensure signer meets KBA requirements
✔ Confirm device compatibility
✔ Have backup platform ready
✔ Store tamper-evident documents securely
Become the Notary Who Never Makes Mistakes 🏆
Most mistakes in this industry happen because nobody had a structure.
This checklist is your structure.
Use it every time and you’ll:
– Close more loans
– Reduce corrections to ZERO
– Impress title companies so much they start calling you first
– Build a system that scales from PA → national RON dominance